Conference Coordinator

Ymc; Silver Bay (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

Ymc in Silver Bay, NY seeks a Conference Coordinator to support our Conference Services team. Under the Director, you will collect conference needs, coordinate venue schedules, setups, and food requirements to deliver excellent service for each event.

You will input data into Maestro and other systems, maintain calendars, assist in pre-event planning with multiple departments, and help finalize contracts and addenda.

Qualifications

• High school diploma or equivalent is desired.
• Ability to read and interpret written information.
• Courteous, friendly and professional in a fast-paced setting.
• Ability to work with diverse groups including guests and staff.

Responsibilities

• Reserve meeting spaces and input conference requirements into Maestro.
• Create conference folders and maintain files.
• Maintain conference calendars across systems.
• Assist in pre-event communication and planning with departments.
• Complete contracting and follow-up information for addendums.
• Serve as primary Silver Bay contact for assigned groups.
• Coordinate post-event payments and address concerns.
• Support weekly operations reporting.
• Provide on-site support at functions and events.
• Occasional cross-department support; may work weekends/evenings.

Skills

Teamwork

Customer service

Communication

Fast-paced environment

Education

High school diploma or equivalent

Tools

Maestro

Word

Excel

Facility Dude

Job description

Description

POSITION SUMMARY

Under the direction of the Conference Services Director, the Conference Coordinator supports the function of the Department by collecting all conference needs, such as venue schedules, conference set‑ups, and food requirements. The Coordinator ensures that all departments have accurate information to be able to provide the highest level of service for the event.

SUPERVISORY RESPONSIBILITIES

N/A

ESSENTIAL FUNCTIONS

1. Works as part of a team that reserves meeting spaces and inputs conference information/requirements into systems, including Maestro.
2. Creates conference folders and maintains file information.
3. Maintains conference calendars on all department systems.
4. Assists in pre-event communication and planning for all assigned groups, including communicating information with Program, Food Service, Housekeeping and any other applicable departments.
5. Assists the Conference Team with the sales process by completing contracting and follow-up information needed through addendums, and other forms in order to adjust contracting information.
6. Acts as the primary Silver Bay contact for assigned groups, coordinating and ensuring their needs and expectations are met, and helping to create memorable experiences.
7. Coordinate with groups after departure to ensure any remaining payments are addressed and all concerns and comments are communicated.
8. Assists in report preparation for weekly operations meeting.
9. Provides support at functions and events.
10. Completes other duties, as requested. This may include periodically working in other departments to support the overall needs of the business.
11. As a 24-hour operation, all staff may be asked to work weekends, evenings, or night shifts in order to serve our members and guests.

Requirements

• High school diploma or equivalent is desired, but not required.
• Must demonstrate courteous, friendly and professional behavior while working in a fast-paced environment.
• Ability to read and interpret oral and written informational data is required.
• Must be able to establish and maintain effective working relationships with diverse groups of people, including guests, staff, peers, and volunteers.
• Must have the ability to use basic computer systems and applications such as Maestro, Word, Excel, and Facility Dude.

PHYSICAL REQUIREMENTS

This position requires the ability to stand or walk for long periods of time during events. Must be able to crawl and work in cramped spaces, climb, bend, stretch, stand, traverse all areas of the buildings and lift up to 50 pounds.